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HomeMy WebLinkAboutMinutes - Parks & Recreation - 2/28/2011 City of Boulder Parks and Recreation Advisory Board Council Chambers 1777 Broadway February 28, 2011 Action Meeting Minutes To listen to the Parks and Recreation Advisory Board meetings in their entirety, please go to the following link: www.boulderparks-rec.org Board Present: Todd Bryan, Pete Webber, Bob Yates, Michelle Estrella, Myriah Conroy, Rick Thayer Board Absent: Marcelee Gralapp Staff Present: Kirk Kincannon, Alice Guthrie, Sarah DeSouza, Sally Dieterich, Teri Olander, Mary Neumann, Annie Noble, Randall Rutsch, Sandra Llanes The meeting was called to order at 6:04 p.m. 1. APPROVAL OF AGENDA The agenda was approved. It. FUTURE BOARD ITEMS AND TOURS Kincannon provided a update on future items: • Future item - City Council public hearing on the Boulder Reservoir Master Plan • March PRAB meeting - Discussion of delegation of authority for permits and leases less than three years • March or April - Thunderbird Lake 2010 year end report • May - Public hearing on the Capital Improvement Program (C1P) III. PUBLIC PARTICIPATION Public participation was opened. Alan Segal, resident, co-chair of Friends of the Pottery Lab, said FOPL has requested that staff establish a task force comprised of FOPL members, PRAB members, Parks and Recreation staff, Pottery Lab staff and expert outside resources to address immediate financial issues and work on how to grow the Pottery Lab. He added that FOPL has been denied access to Pottery Lab usage and financial information and asked staff for support regarding improved transparency of this data. 1 Erv Bell, resident, suggested an independent assessment of the Pottery Lab by a task force that would include PRAB members, Pottery Lab staff, users, the community and an independent expert in similar ceramics operations. Christy Gunter, resident and a potter, questioned whether the Parks and Recreation Department is looking for a long term solution. She added that the problem needs to be looked at by Pottery Lab users and staff before an outside consultant is hired. She said the Parks and Recreation Department can pursue a revenue increase and reduction of expenses, but not with the current accounting system. She asked for inclusiveness and cooperation. Public participation was closed. PRAB discussion and comments included: Conroy asked why the documents requested by FOPL were not provided by staff. She said lack of transparency is the issue and added that she is against hiring a consultant when citizens are willing to do the work. Kincannon responded that access to requested documents was provided to FOPL via links to the City of Boulder budget financial system, which lists expenses. A link to Pottery Lab information listed in the Recreation Program and Facilities Plan was also provided. Archived information is requested through a standardized City of Boulder process and Facilities and Asset Management (FAM) provided a dollar amount for maintenance request information. Conroy added that transparency is the real issue with the process and that she is against hiring an outside consultant to assess the situation when citizens are available to volunteer. Kincannon said discussions with the City Manager determined that an outside consultant would be impartial and able to look at the broader issue, reviewing all aspects of community input and would include recommendations that will be brought to the PRAB and the City Manager. He added that the long-term goal based on the City Manager's 2012 budget is to have recommendations for Pottery Lab long term sustainability. Estrella felt the City of Boulder spends too much on consultants and requests that staff set up a task force. She added that a task force would be less costly, could be comprised of citizens and would unite the community. Webber was reluctant to set up a task force at this time because he felt the Pottery Lab community is emotional and not impartial. He also disagreed about the lack of transparency, feeling the call for more transparency came from those who disagreed with the decision. He added that a tremendous amount of information was provided by staff and that he supports staffs decision. Bryan felt that a task force could work if it was comprised of the entire community, not just a special interest group that is driven by narrow groups with an agenda. Thayer asked if the City Manager has made the decision in favor of a consultant, then any recommendations from the PRAB would be powerless. Kincannon responded that he presents all recommendations to the City Manager and Deputy City Manager. He added that electing to have an outside consultant would provide expert management analysis and an art component relevant to successful operation. IV. CONSENT AGENDA A. Approval of minutes from January 24, 2011 Minutes from January 24, 2011 were approved as written. V. ITEMS FOR ACTION A. Public Hearing and Consideration of a Motion to Approve a Revocable License for Boulder Bike Sharing with Regard to Park Land Locations Randall Rutsch presented this item to the Board. He said the purpose of the Boulder Bike Sharing proposal is to provide short-term bike rental access at multiple, conveniently located automated stations within the City of Boulder. He said that three stations are proposed to be located on Parks and Recreation Department owned land and approval from the PRAB is required. The PRAB is asked to approve the license agreement for the three stations. He added that after PRAB approval, this item will go before City Council. PRAB discussion and comments included: Overall, PRAB members were positive about the Bike Sharing program and station locations. Public participation was opened. No one spoke. Public participation was closed. Yates made the following motion: I move to approve the proposed Boulder Bike Sharing revocable license with regard to park land locations that were presented this evening and in substantially the form of what is presented in the license agreement attached to the PRAB meeting on this date. Estrella seconded the motion. The motion passed as follows: Conroy -aye Estrella - aye Gralapp - absent Thayer - yea Webber - aye Yates - aye Bryan (Board Chair) - aye B. Public Hearing and Motion for Approval of the Growing Gardens Lease Agreement, 2011-2014 Kincannon provided a brief history of the Growing Gardens partnership with the City of Boulder. He explained that the City of Boulder chooses to enter into a multi-year lease agreement with Growing Gardens with the intent that Growing Gardens will manage the Community Gardens Program, set and collect garden plot fees and administer the City's program without City subsidy. A nominal rent of $1.00 per year will be assessed to Growing Gardens, wildlife and habitat on garden sites will be protected and equal access for participation by all community members will be ensured by a required fee waver for those unable to pay full cost. Public participation was opened. No one spoke. Public participation was closed. Conroy made the following motion: That PRAB authorize the City Manager to enter into a lease agreement with Growing Gardens of Boulder County, a not-for-profit corporation, the provisions of which will permit Growing Gardens to manage the City of Boulder Community Gardens Program for three consecutive years, January 1, 2011 to January 1, 2014. Webber seconded the motion. The motion passed as follows: Conroy - aye Estrella - aye Gralapp - absent Thayer - aye Webber - aye Yates - aye Bryan (Board Chair) - aye 4 C. Public Hearing and Motion to Accept Staff Recommendations Regarding Parks and Recreation Department Guiding Principles for City Special Events Kincannon provided background on this item. He said the Department has received a high number of requests for special events at Valmont City Park, the City's newest park. He added that the Department would like to have a process in place for special events that recognizes the PRAB's recommendations. Guiding principles for Department special events were discussed by the Board at the January 24 PRAB meeting. The Board is being asked to review and approve those guiding principles. PRAB discussion and conunents included: Overall, the PRAB supported the proposed guiding principles but felt some changes were needed. Estrella felt that guiding principles should be core values, mission and strategic vision, rather than guidelines. She provided a handout to staff and the PRAB with her edits. The Board discussed whether the policies should apply to all events or just to Department sponsored special events and concluded that the policies should justify to Department sponsored events on park property. Public participation was opened. No one spoke. Public participation was closed. Webber and Bryan agreed that the PRAB review the nine guiding principles individually, making edits when requested. Following review and with PRAB changes to the guiding principles, Bryan made the following motion: I move to accept the guiding principles for the Parks and Recreation Department sponsored special events as discussed during the February 28, 2011 PRAB meeting. lie read each guiding principle with changes: 1. Events should include a revenue or profit sharing dimension. 2. The Department should charge market based event fees as appropriate. 3. Events should be compatible with the neighborhood. 4. Events should reflect larger community values including sustainability. 5. Event production vendors should, if any, be determined through a competitive process. 5 b. Event production agreements shall not exceed three years and shall include an annual review of results. 7. The Department should consider an appropriate mix of open and programmed uses. Conroy seconded the motion. The motion passed as follows: Conroy - aye Estrella - aye Gralapp - absent Thayer - aye Webber - aye Yates - aye Bryan (Board Chair) - aye VI. ITEMS FOR DISCUSSIONANFORMATION A. 2012 Capital Improvement Program (CIP) Guthrie provided a power point presentation with a brief overview of the Capital Improvement Program (CIP) including an economic overview, guiding principles and priorities, CIP project categories and the schedule. Schedule: • 2/28 PRAB meeting - CIP Presentation • 3/28 PRAB meeting - CIP discussion item • 4/25 PRAB meeting - CIP discussion item follow-up • 5/23 PRAB meeting - CIP public hearing/recommendation • May - CIF I" draft to Planning • April-May - City Council budget study session • Mid June - Proposed Operating/CIP budget submittals to City Manager • Mid June - CIP submittal to Planning Board • Mid July - Planning Board CIP public hearing • October City Council budget consideration Kincannon suggested the possibility of scheduling a CIP study session for benefit of new PRAB members. VII. MATTERS FROM THE DEPARTMENT A.Boulder Reservoir Master Plan Update B. Park Development Update • East Boulder Community Park • Scott Carpenter Pool • Valmont City Park Update C. Energy efficiency Program Update D. Pottery Program Update 6 Kincannon referred the PRAB to written updates for these items included in their packet. He added that he would provide answers to questions on specific items if requested. Bryan asked about the renovations at Scott Carpenter pool and Webber had a question about the Pottery Lab. Kincannon said the repairs at Scott Carpenter pool are progressing with installation of new gutters, a new surge tank and a new 90% efficient heating system. An ADA compliant entry way is also being installed. Regarding the Pottery Lab, Webber asked the Department to devise a way to diffuse tension in the interim before next steps are implemented. Kincannon shared a brief update on the Boulder Creek Festival. He said the February 18 deadline for a signed contract from the vendor was not met and added that the vendor has requested a three year contract even though the City's position is a one year contract. Kincannon added that he hopes to have a signed contract in five or six days. VIII. MATTERS FROM BOARD MEMBERS Bryan introduced a short discussion regarding fees. He suggested staff work towards raising fees to be market based. He feels that unless fees are raised to the market rate, then they are still being subsidized. Kincannon responded that prior to the budget submission to the City Manager, the Department will: • Conduct public meetings for input regarding fee increases • Provide this information to the PRAB • PRAB will have a public hearing on fees increases • PRAB will provide input to the Department. • Provide input to the City Manager who will decide to include or not include proposed fee increases in the 2012 budget IX. NEXT BOARD MEETING: March 28, 2011. X. ADJOURN The meeting adjourned at 9:08 p.m. 7 APPROVED BY PARKS AND RECREATION ADVISORY BOARD Todd B y Board 'hair Attest: fi -'-w, Sally Dieteri h Recording Secretary